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Special Event Permit Application & ProcessSpecial events can enhance our quality of life and community character by helping to create avibrant and interesting community. They also involve advance planning, logistics and can createimpacts that require Village services and regulation. The Village of Morton Grove’s Special Eventprocess has been developed to ensure that these events are safe and enjoyable for residents,participants and guests alike. For more information on planning a special event, please contactVillage Administrator Ralph Czerwinski, 6101 Capulina Avenue, Morton Grove, Il 60053,847-470-5220 or rczerwinski@mortongroveil.org.Who needs to apply for a Special Event Permit? All outdoor events held on Village property, i.e., streets, sidewalks and Village parking lots,Any activity deemed to significantly impact normal Village operations (such as activitieswhich require traffic to be rerouted, or needing additional police, public works or firedepartment support, etc.) An event that requests any of the following actions:oAny activity requiring street closures (except block parties, which are notconsidered special events)oAny activity that requires the use of Village- owned equipment An outdoor event within Village limits where more than 500 people are expected to attend.This can include parades, fun runs, festivals, outdoor concerts, large grand openings,sidewalk sales, etc. An outdoor event that is open to the general public and provides alcoholic beveragesWhen should a Special Event Permit application be filed?Event organizers planning a special event in Morton Grove should contact the VillageAdministrator’s office as soon as possible. Generally, event organizers must apply for a specialevent permit at least 90 days before the event. If alcohol will be served at the event, or if morethan 500 people are expected to attend the event, the application must be submitted bySeptember 1 of the year preceding the event. For special circumstances, especially if the event oractivity needs only minimal Village service, the Village Administrator will accept and process lateapplications.Where a Special Event Permit application should be filed?Applications should be submitted to Ralph Czerwinski, Village Administrator, 6101 CapulinaAvenue, Morton Grove, Il 60053.1
What is needed to apply for a Special Event Permit? Fully completed and signed applicationIncomplete applications will not be processed and/or will result in delays. A person authorizedto bind the applicant organization to the conditions and obligations of the permit must signthe application, affidavit and indemnification agreement. 200 application/processing feeChecks should be made payable to the Village of Morton Grove. If the application is submittedlate, an additional 200.00 late fee must also be paid. This application fee (and if applicable,late fee) is in addition to any special event permit fees that may be assessed and is notreturnable should the application be denied or withdrawn. Certificate of InsuranceThe certificate of insurance shall be written by an insurance company with a minimum BESTrating of A- in an amount not less than five million dollars ( 5,000,000.00) general liability,including bodily injury, property damage, and automobile liability, naming the Village, itsofficials, agents, employees and volunteers as an additional insured and shall be accompaniedby a letter from the insurer listing any outstanding claims against the policy. Insurance of alesser amount may be accepted in certain circumstances with the consent of the VillageAdministrator.What else may be required for a Special Event?Depending on the type of activities at an event, the following requirements and conditions mayapply:Safety and Security PlansThe Event Organization is responsible for providing a safe and secure environment for theevent. This is accomplished through sound pre‐planning by anticipating potential problemsand concerns related to the event activities and surrounding environment and by beingprepared to react during the event to any unanticipated problems. Based on the size, type,time of day and location of the event, as well as the overall activities proposed to take place inassociation with the event, the Event Organization may be required to provide additionalinformation to support the development of a Village of Morton Grove Incident Act Plan (IAP)for the event.The Morton Grove Police Department has final authority to require a minimum number oflicensed private security guards, volunteer and staff positions as well as police officers andtraffic controllers necessary to staff the event.Role of the Event OrganizationThe Event Organization is responsible for the safety and security of the people and physicalelements in and around your venue. Ensuring the safety of all those affected by your eventincludes implementing safety measures that address all aspects of your proposed event.These measures may involve hiring private licensed security and/or implementing other safetystrategies ranging, but not limited to, lighting, music genre selection, alcohol management,and venue design, etc.2
Role of the Police DepartmentThe Morton Grove Police Department may require department staff to be present at yourevent to supplement your security plan and to provide additional presence at your event.These sworn officers are there to enforce laws. It is not the responsibility of police officers toprovide the services that are the job of private security staff. If your special event impacts thecommunity outside your venue, police services in addition to those needed to directly supportyour event may be required.The Morton Grove Police Department has final authority over your event safety requirements.If the number of licensed private security guards approved by the Police Department is notprovided, and/or proves inadequate, the Morton Grove Police Department maintains theright to shut down any or all components of your event and/or to provide additional policeservices that will be billed directly to the Event Organization.All security companies operating in the State of Illinois are required to have a private securitylicense issued by the Department of Financial and Professional Regulation. This license allowsthe company to operate a security business and provide services to the public.All security guards employed by a security company are required to have a PermanentEmployee Registration Card (PERC Card) issued through the State of Illinois. This card verifiesthat the guard has passed certain background checks through a fingerprint submissionprocess.It is the Event Organization’s responsibility to maintain written verification that the privatesecurity company selected has all required licenses and authorization to operate in the Stateof Illinois and the Village of Morton Grove and to maintain written verification that allpersonnel assigned to positions designated for a licensed security guard have validcredentials.Emergency Medical PlanAll special events must have a emergency medical plan. The most basic plan for small eventswith a low emergency medical risk assessment is the designation of an event representativeto call 9‐1‐1 and a representative on‐site with CPR training certification. The requirements ofan emergency medical plan may be dictated by the event organization’s insurancecompany/insurer.Events with a higher potential for risk are required to implement an appropriate emergencymedical plan to address the specific needs of the attendees and/or participants. ShouldAdvanced Life Support (ALS) transport be needed at your event, your medical service provideris required to use the Village of Morton Grove 9‐1‐1 system.It is the Event Organization’s responsibility to ensure that all medical support personnelwhether paid or volunteer have the appropriate licensing, certifications, and insurance toprovide services at your event. The Village of Morton Grove Fire Department has finalauthority over your event emergency medical services requirements and will evaluate theserequirements based on a number of factors related to your event with the Event Organizerresponsible for providing requested information to support the development of a Village of3
Morton Grove Incident Act Plan (IAP) for the event. If a written IAP is required, the eventorganizer is responsible to ensure that it meets the requirements mandated by the Village ofMorton Grove Fire Department.SalesFood and Beverage ServiceAll food or beverages to be sold or given away at an event must be approved in advance bythe Village’s Inspection Services Department.Liquor LicenseIf alcohol will be served at an event, the organizers must obtain both a Village of MortonGrove and state of Illinois liquor license. Outdoor alcohol consumption must be restricted to adesignated, blocked off area.Illegal VendorsThe Village of Morton Grove Special Events Ordinance gives you control over andresponsibility for all vendors in the special event area during the event. You will be required tosubmit a complete list of vendors and coordinate an enforcement plan with the Morton GrovePolice Department before your event. During the event, all vendors must displayauthorization from you to participate in the event. Failure to provide a complete vendor listand to coordinate with the police department before your proposed event may inhibit yourability to enforce this aspect of the Special Events Ordinance.Sales TaxIllinois law requires that sales taxes must be paid on all goods sold at the event. If preparedfood or beverages will be sold at the event, the selling organization must file a Village ofMorton Grove Food and Beverage tax return and pay the applicable sales taxes.Business LicensesAll vendors at special events must have valid Morton Grove Business licenses.RaffleIf the event includes a raffle, a permit is required from the State of Illinois.Structures and DisplaysTents, live bands, DJs and sound systemsSpecific permits must be obtained for tents and sound amplifications.Carnival Rides and GamesPursuant to Village Code Section 4-6A-3, Carnivals require special licenses and must haveadditional insurance. Carnival workers must be at least eighteen (18) years of age and mustundergo a background check including fingerprinting at the date and time designated by theMorton Grove Police Department to ensure the worker does not have any pending criminalwarrants or convictions for sex related crimes.4
Electrical Power and Water SourceAll applicants should provide their own source of power for their specific needs; the Villagegenerally will not provide electrical services of any sort. If the applicant requests a water hookup provide details as part of your application in a separate correspondence attached to thisapplication.Lighting Special EffectsUse of special lighting and lasers will require additional permitting and safety requirementsfrom the Morton Grove Fire Department. The International Fire Code as amended by theState of Illinois and Village of Morton Grove mandates specific cut‐off levels for the safe useof laser lights. Under certain conditions, these items are prohibited or limited. For example,there are specific guidelines for the use of lighting within a flight zone.Signage & DecorClear visible and appropriately sized signage is important to the success of your event. Allentrances, exits, start and finish lines should be clearly marked. Directional signage can helppeople locate food, entertainment, restroom facilities, and information areas making yourevent more user friendly; resulting in enhanced pedestrian flow and the overall enjoyment ofyour event.Banners, pennants, flags, signs, streamers, inflatable displays and similar devices areregulated by Title 10 Chapter 10 of the Village Code. The number and location for these itemsmust be included in your site plan/route map and must receive approval from the Village ofMorton Grove. Village officers may remove unauthorized décor and advertising in yourpermitted venue area and/or advertisers may be subject to fines.Pyrotechnics/Flame EffectsAll activities associated with the use of pyrotechnics and open flames must be reviewed andapproved by the Morton Grove Fire Department in compliance with the International FireCode as amended by the State of Illinois and Village of Morton Grove. Examples ofpyrotechnic and open flame activities include indoor and outdoor fireworks, lasers, modelrocket launches and special effects using pyrotechnical devices, hand‐held burning torches,flaming batons, flame acts, fire walking, and flaming sword dancers. A permit will be requiredand full demonstration or review by the Fire Department before the event date may berequired.As part of the permit requirements, onsite stand‐by and inspection services may be requireddue to the size, complexity and/or unique safety issues regarding the activities associatedwith the proposed event.Clean UpThe Event Organization is responsible for the cleanup and restoration of all public propertyused for the Special Event. There are a number of local and state laws regulating the propermanagement and disposal of waste generated at your event. Failure to meet local and staterecycling and waste reductions goals may result in fines.5
RecyclingA good recycling plan may generate less waste and reduce the operational costs of the event.The Event Organization must provide recycling containers throughout the venue The number of recyclable containers at special events must be equal to the number oftrash containers (a 1:1 ratio). Recycling and trash containers must be placed next to each other in areas throughout theevent venue. Each recyclable container must be clearly identified as a recycling receptacle and display alist of recyclable materials accepted. The Event Organization can determine the types of recyclables to be collected as long asthe recyclables include all aluminum and metal cans, glass (glass is prohibited on publicproperty) and plastic bottles and jars, and all mixed paper and cardboard. The Event Organization must communicate the importance of the recycling to everyoneinvolved in the management of your event and to the people who attend or participate inthe event, including event attendees, participants, vendors, and service providers. The Event Organization must ensure that all recyclable materials are delivered to arecycling facility and not to a landfill.TrashThe Event Organization is required to develop and implement plans that ensure the properdisposal of waste and recyclables generated by your event and its attendees, including/duringthe set‐up and dismantle time frames associated with your event. If required, the Village mayprovide street sweeping services or additional recycling or trash containers for special events,at the expense of the Event Organization. At the conclusion of the event, the event venue andsurrounding areas must be cleaned and returned to a condition equal or better than thecondition before the onset of your event activities.Failure to perform adequate clean‐up and/or repair damages to Village property and facilitiesdue to your event will result in the Village of Morton Grove providing the services and billingthe Event Organization at full cost recovery rates for clean‐up and/or repair.What are the cost and fees for the permit?In addition to the application fee described above, the organization will be required to pay adeposit to the Village for the estimated charges for the use of Village property and equipment andthe services provided by Village personnel for the event, plus a 10% non-refundable administrationfee. The deposit is due fourteen days before the event or at the time the permit is issued,whichever occurs first. After the event, the Village will invoice the organization for all unpaid feesand charges including any out of pocket cost or damage to Village property due to the event. Anyamount due over and above the deposit must be paid within seven days after presentation of theinvoice. If the deposit exceeds the total amount due the Village, a refund will be issued to theorganization.Can fees or requirements be waived or modified?In certain instances, the Village Administrator is authorized to waive or reduce fees, or modify theprocedures and requirements for obtaining a Special Event Permit. Modifications are typically6
granted for events that require minimal use of Village resources, or events sponsored bygovernment agencies or community organizations that benefit all Village residents. Requests formodifications should be made in writing and should state the reason(s) for the request.How long does it take to process a permit application?Complete permit applications are typically processed in 14 days. If the application cannot beapproved, a Village representative will confer with the applicant to attempt to agree on termsunder which the permit can be issued, which may include but shall not be limited to consideringother dates or locations for the event, having the event’s sponsors or organizers obtain certainservices from private vendors, or having the Village provide other or additional special services. Apermit may require conditions or restrictions as necessary to protect the public health, safety orwelfare of the Village.Miscellaneous The Village of Morton Grove is not responsible for any accidents or damages to persons orproperty resulting from the issuance of a Special Event Permit or the event. The Special Event Permit is non-transferable, is valid only for dates and times printed onthe permit, and the permit must be posted on site during the event. The Village of Morton Grove reserves the right to suspend, cancel and/or rescheduleevents due to the misrepresentation of the applicant, violation of the permit conditions orlocal state or federal law or to protect the health or safety of the community.7
Application Received byDate Received:Initial fee paid:Special Event Permit ApplicationIf additional space is needed, attach additional pagesPlease complete all applicable sections* and return the signed application with the applicationfee to the Village Administrator’s Office, 6101 Capulina Avenue, Morton Grove, Illinois 60053.*State “N/A” if a section or question is not applicable to this eventIf additional comments/pages are submitted to support an application item, numbers should beprovided with the comments to provide clarification and continuity with the application andassociated attachment(s).Organization Information:1.2.3.4.Sponsoring Organization:Type of Organization (public agency, religious, not for profit, 501 (c)(3) etc.):Name of Organization President/Executive:Organization’sAddress:City: State: Zip Code:5. Organization Phone Number:6. Organization EmailAddress7. Contact Person’s Name:8. Contact Person’s Title:9. Contact Person’s Phone Number:10. Cell Phone Number:11. Contact Person’s E-mail Address:Event Information12. Event Name:13. Event date(s) and time(s):14. Location of Event (please include exact address and all streets of all event activities andparking:15. Event Category Exhibits/Misc. Athletic/Recreation Concert/Performance Farmer/Outdoor Market Carnival/Circus/Fair Festival/Celebration Parade/Procession/March Dance Walk/Run/Bike-a-thon8
Grand Opening Filming Other:If the event is a carnival or circus, complete the carnival license application form.If the event is a parade, walk, run, or bike-a-thon, complete the parade, walk, run, and bike-a-thonapplication form.16. Will any part of event (including parking) be on property not owned by applicant? Yes NoIf yes, list the owner of all such property: andattach copy of authorization to use the property signed by the owner, I.e. IDOT permits,county ROW permits, forest preserve property permits and Morton Grove Park Districtproperty permits, etc.17. Are street closures requested? Yes No.If yes, where?18. Expected number of attendee’s: Paid Staff Volunteers GuestsThe attendance estimate is based on:19. Will event be open to the public? Yes No20. Is this the first year this event will be held? Yes NoIf no, list previous dates and locations:21. How will event be advertised? Signage at (state locations): Print media (list) Social media (list) Other22. Are there any live performances, musical entertainment or amplified sound features related toyour event? Yes NoIf yes, complete the following information or provide an attached listing of allbands/performers, type of music, sound check and performance schedule.Number of Stages NumberPerformers/Bandsa. Performer/Band name and music typeb. Will sound amplification be used? Yes NoIf yes complete and attach the Amplified Sound Permit Application.c. Will sound checks be conducted prior to the event? Yes NoIf yes, provide: Start date/time Finish date/timef. Is there a dance component to either live or recorded music at your event? Yes NoIf yes, please describe23. Will inflatables, hot air balloons or similar devices be used at your event? Yes NoIf yes, please describe24. Does your event include the use of fireworks, rockets, lasers or other pyrotechnics? Yes NoIf yes, please describe and complete attached Pyrotechnics Permit Application25. Will your event include the use of signs, banners, decorations or special lighting? Yes No9
If yes, please describe and complete attached sign application:26. Will there be massage activities at your event? Yes NoIf yes, please describe and provide state licenses for all therapists:27. Do your event plans include any casino, bingo, lottery or drawings? Yes NoIf yes, please describe and provide state permit upon receipt:28. Is the Event being advertised as a fundraiser for another group(s)? Yes NoIf yes, please attach letters of endorsement or support from each of these groups.29. Will your event impact any residents, businesses, places of worship, schools and otherproperty owners or groups due to street closures, traffic rerouting, noise, etc.? Yes NoIf yes, please attach a complete list of all impacted and provide your plan to notify them,seek permission for any disruptions and your plan to minimize any negative impact, andprovide a sample of the notice that you propose to distribute two weeks before yourevent.10
Event Operations/ Request for Special Services:Applicant estimates/request for special services are subject to review by the Village Administrator whoshall determine the need and availability of the special services.Police30. Are you requesting police department services? Yes No(If so, please review the attached Addendum PD 1 at the back of this document)31. Personnel needed/requested: Traffic Control/Enforcement Crowd Control Other32. Equipment needed/requested:33. Describe dates, times and detail for all requests:34. Are you utilizing private services for security, traffic control or parking? Yes NoIf yes, identify name and license details of service provider(s), and the type of service to beprovided (including number of person to be assigned for each function):35. Will your event require a parking and/or shuttle plan? Yes NoIf yes, please describe or provide an attachment of your planFire/EMS36. Are you requesting fire department services? Yes No37. Personnel needed/requested: Standby FF/Paramedics EMS38. Equipment needed/requested:39. Describe dates, times and detail for all requests:40. Are you utilizing private services for first aid or other EMS services? Yes NoIf yes, identify name of service provider(s) and the type of service to be provided (includingnumber of person to be assigned for each function):Public Works41. Are you requesting public works department services? Yes No42. Personnel needed/requested: Set up/Remove Barricades Street/Parkway Cleaning Water hook up Directional Signage Other43. Equipment needed/requested: Barricades (#) Other:44. Describe dates, times and detail for all requests:11
Other45. Describe your cleanup/restoration plan before, during and after the event:If you are utilizing volunteers or private services for these functions, identify the name ofservice provider(s) and the type of service to be provided (including number of person to beassigned for each function):46. Will the event have portable toilets and/or wash stations? Yes No.If yes, how many?47. What company is providing these facilities?48. Will food be sold or served? Yes No.If yes, complete and attach temporary food permit application.49. Will goods or services be sold? Yes NoIf yes, provide Illinois Business Tax (IBT) numbers and a list of all items to be sold by eachvendor.50. Will alcohol be sold or served at the event? Yes NoIf yes, attach local liquor license application and provide state liquor license upon receipt.51. Will tents larger than 200 sq. ft. be used during the event? Yes NoIf yes, attach tent permit application or obtained Village of Morton Grove Tent Permit12
SITE PLAN AND/OR ROUTE MAPIf applicable, please attach a site plan on a separate sheet to illustrate the layout for your event.The location of fencing, barriers and/or barricades, indicate any removable fencing for emergencyaccess. As applicable indicate the following: The provision of minimum twenty-foot (20') emergency access lanes throughout the eventvenueThe location of first aid facilities and ambulancesThe location of all stages, platforms, scaffolding, bleachers, grandstands, canopies, tents,portable toilets, booths, beer gardens, cooking areas, trash containers and dumpsters, andother temporary structures.A detail or close-up of the food booth and cooking area configuration including boothidentification of all vendors cooking with flammable gases or barbecue grillsGenerator locations and/or source of electricityPlacement of vehicles and/or trailersExit locations for outdoor events that are fenced and/or locations within tents and tentstructuresIdentification of all event components that meet accessibility standardsOther related event components not listed above.If applicable, the location of the following components must be included:Food vendors (FV)Fire lane (FL)Beverage vendors (BV)Fire extinguishers (FE)Toilets (T)Public entrances/exits (PE)Hand washing sinks (HWS)Stages and amplified sound (S)Retail merchants (RM)Residential streets (in area)First Aid (FA)Barricades (B)Garbage/Recycling containers (G)13
SITE PLAN AND/OR ROUTE MAPGrid Sheet14
Application ChecklistUse this list to ensure that you have included supporting documentation to accompany theinformation on your Special Event Application.Documents that MUST be submitted: Signed Special Event Permit Application, Affidavit and Indemnification Agreement Application/Processing Fee ( 200) Certificate of Insurance This ChecklistDocuments that MAY need to be submitted: Late Fee ( 200) Request for Waiver/Modification of Fees, Charges or Permit Requirements Site/Route Plan (for carnivals, concerts, walks and large or similar events) Safety and Security Plan Copies of Licenses for all Security Companies PERC Cards for all Security Employees Emergency Medical Plan (Including an Incident Action Plan if required by the Village) IBT #s for all Vendors Business Licenses of All Vendors List of all food and beverages to be sold and/or served by each vendor Application for Carnival License State Raffle Permit Application for Morton Grove Liquor License (or approved license) Application for Sound Amplification Permit (or approved permit) Application for Tent Permit (or approved permit) Application for Pyrotechnics Permit (or approved permit) Application for Temporary Sign Permit (or approved permit) Application for state raffle/casino or bingo permit (or approved permit) Written permission from owner (if not the applicant) for property used during the event List of all live performances including dates and times State Licenses for all massage therapists Written Permission/Letter of Support from organization for which funds are being raised Sample notices to persons negatively impacted by Event List of all persons, businesses impacted by street closures, noise, traffic rerouting etc. andimpact mitigation plan Contract and certificate of insurance for all rides/attractions/games Sample Advertisement and marketing material ROW permit from Cook County or State of Illinois for use of County or state ROW 501(c)(3) confirmation letter Additional information sheets (Number) Additional documents: (List)15
Affidavit and Indemnification AgreementI, the undersigned applicant, or authorized agent thereof, swear or affirm that I am authorized toact for and bind the organization for the purpose of requesting and obtaining a special eventspermit from the Village of Morton Grove; the statements and information stated in thisapplication are true and correct upon my personal knowledge and information; the applicantagrees to pay all fees, to meet all requirements of any permit issued and Title 8 Chapter 11 of theMorton Grove Village Code, to comply with the laws of the Village of Morton Grove, the State ofIllinois and the United States of America in the conduct of the activities and the special eventdescribed herein.The applicant organization shall, prior to the issuance of the permit, pay a deposit in an amount tobe determined by the Village Administrator equal to the estimate of Village charges and fees forthe use of Village property and equipment and the provision of Village services for the event. Theapplicant organization will pay all fees and compensation due the Village over and above thedeposit within seven days after presentation of an invoice for such fees or services. The Villageshall refu
Checks should be made payable to the Village of Morton Grove. If the application is submitted late, an additional 200.00 late fee must also be paid. This application fee (and if applicable, late fee) is in addition to any special event permit fees that may be assessed and is not returnable should the application be denied or withdrawn.
